Complaints Handling Policy

Code of Practice for Complaints
In this practice, we take complaints seriously to ensure that our service meets expectations. All complaints are dealt with courteously and promptly to resolve the matter as quickly as possible.
Our aim is to react to complaints and learn from every mistake that we make. We respond to any concerns in a caring and sensitive way.

  1. The person responsible for dealing with any complaints about the service that we provide is Miss Rachael O'Shea, our Practice Complaints Manager.
  2. If we receive a complaint by telephone or in person , we will listen and offer to refer the individual to the Complaints Manager immediately. If the Complaints Manger is not available at the time , we arrange a convenient time for the Complaints manager to contact the individual. The member of staff will take brief details of the issue and pass it to the Complaints Manager and provide the individual with a copy. If the matter requires a more immediate response, we will arrange for a senior member of the dental team to deal with it.
  3. If we receive a complaint in writing or by email, it will passed immediately to the Complaints Manager.
  4. If a complaint is about any aspect of clinical care or associated charges, it will usually be referred to the dentist concerned, unless the individual does not want this to happed.
  5. We will acknowledge a complaint in writing and enclose a copy of this code of practice as soon as possible, normally within three working days. We will offer to discuss the complaint with the individual and confirm how they would like to be kept informed of developments - by telephone, letter, email or face to face meetings. We will inform the individual about how the complaint will be handled and the likely time that the investigation will take to complete. If the individual does not wish to discuss the complaint further, we will still inform them of the expected timescale for completing the investigation.
  6. We will seek to investigate the complaint within 6 months and as far as reasonably practicable, we will keep the individual informed as to the progress of the investigation.
  7. When we have completed our investigation we will provide the individual with a full written report, which will include an explanation of how we considered the complaint, the conclusions reached in respect of each specific part of the complaint, details of any necessary remedial action taken and whether further action will be taken.
  8. Proper and comprehensive records will be kept of any complaints recived and the action we take. These records will be reviewed reguarly to ensure that we take every oppurtunity to improve our service.
  9. If the individual making the complaint is not satisfied with the result of our investigation, we will advice them to refer the complaint to:

    NHS England, PO Box 16738, Redditch. B97 9PT
    The Parliamentary and Health Service Ombudsman, Millbank Tower, Millbank London. SW1P 4QP.
    Tel: 0345 015 4033

    The Scottish Public Services Ombudsman, Freepost EH641 Edinburgh. EH3 0BR.
    Tel: 0800 377 7330

    Public Services Ombudsman for Wales, 1 Ffordd yr Hen Gae, Pencoed. CF35 5LJ.
    Tel: 0845 601 0987

    Northen Ireland Ombudsman, Freepost BEL 1478, Belfast. BT1 6BR.
    Tel: 0800343 424

    For complaints about private treatment:

    Dental Complaints Service, Stephenson House, 2 Cherry Orchard Road, Croydon. CR0 6BA.
    Tel: 08456 120 540

    General Dental Council, 37 Wimpole Street, London, W1M 8DQ.